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Water & Wastewater Commission Review and Recommendation September 1, 2021 Government That Works for All COA Strategic Direction: Commission Meeting Date: Council Meeting Date: Department: Purchasing Client: Steve Hutton September 30, 2021 Agenda Item Recommend approval to negotiate and execute various cooperative contracts during Fiscal Year 2021-2022, for the purchase of computer, network and other technology hardware, software, and related maintenance and technology services, in an amount not to exceed $63,448,196. Austin Water’s total requested authorization is $7,099,000. Amount and Source of Funding Funding in the amount of $860,000 is available in the Austin Water Fiscal Year 2021- 2022 Operating Budget. Funding in the amount of $6,239,000 is available in the Austin Water Fiscal Year 2021-2022 Capital Budget. The State of Texas Department of Information Resources (DIR) contracts are cooperative contracts solicited by the State of Texas specific to information technology items and services. The Purchasing Office staff reviews quotes from multiple vendors with DIR contracts to ensure the best value for the City. Best value determination includes price and contract terms as well as MBE/WBE inclusion. N/A September 1, 2021 – To be reviewed by the Water and Wastewater Commission. September 13, 2021 - To be reviewed by the Electric Utility Commission. These procurements will be reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9 Minority Owned and Women Owned Business Enterprise Procurement Program. State of Texas Department of Information contracts also have historically underutilized business (HUB) requirements for subcontracting. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: The requested authorization will enable City departments to purchase the following information technology (IT) and services items through contracts solicited by the DIR cooperative. • Various computer, network and other technology hardware products and hardware maintenance, including but not limited to laptop computers, servers, data storage systems and storage area networks. This authorization also includes networking products and maintenance services for the City’s local and wide area networks and networking devices such as switches, routers and other equipment used to interconnect desktop computers, servers, and printers throughout the City, and to transmit and receive information via the internet. • Software and software maintenance and support. • Technology consulting, technical training, information resources technology services and technology staffing. This annual aggregated request for authorization is submitted to Council before the end of each fiscal year. The spending authority does not carry over from year to year. The current DIR authority will expire September 30, 2021. Without new authorization in place, it will be difficult for departments to purchase technology goods and services in an efficient manner and could lead to potential delays in the ability to provide needed services to citizens. Bringing forward all the requests for authorization at one time greatly reduces the number of individual Recommendation for Council Action and significantly reduces the workloads of all staff involved. This authorization allows for departments to purchase technology goods and services in an efficient manner. The DIR continues to provide information technology products and services through its cooperative purchasing program at competitively bid prices. The purchasing power of the State is used to leverage purchasing effectiveness. DIR contracts have historically underutilized business (HUB) requirements for subcontracting. This authorization request includes specifically identified technology needs, as well as anticipated technology purchases that have been budgeted. Over the course of FY20, Austin has encountered unanticipated expenses because of the COVID-19 virus and will continue to face those expenses. Some of the significant planned purchases (greater than $150,000) for Fiscal Year 2022 through this cooperative contract include: • Austin Convention Center: Critical network and power infrastructure replacements. • Austin Code: Hardware, software, and consulting services to execute key projects, including enhanced inspector training through Virtual Reality and data short-term collection rental/vacation properties operating and advertising within the Austin full- jurisdiction area and Extra-Territorial Jurisdiction. identify unlicensed systematically services to • Austin Energy: SOLAr critical infrastructure energization system feasibility project for using energy storage devices to provide power for critical infrastructure during an emergency, energy efficiency collaboration platform project, staff augmentation services for support of enterprise applications and network infrastructure, toughbooks to improve mobility and access for field crews  • Austin Transportation Department: Consulting for project implementation, data and security, and data visualization such as PSQL developers the AMANDA permitting software and other workflow applications. Design and technology services for connected and autonomous vehicles infrastructure. services for • Austin Water: Hardware, software, and technical services to execute key projects, including data analytics, Geographical Information Systems (GIS) data modeling, wireless deployments, network, and security enhancements. Increased security and private networks • Aviation: Upgrade and expand cable and network infrastructure, hardware, and IT equipment to accommodate growth and expansion of airport facilities and tenants. services. Replacement of the Airport Security Access Control and Identity Management Systems. Replacement of end-of-life network switches and other network equipment. Upgrade of airport instance of Maximo Asset Management Software for airport • Communications and Technology Management: Citywide maintenance and support for critical hardware and software, critical replacement for end-of-life hardware, including audiovisual upgrades. Amanda support and operations, data center infrastructure and storage and staff augmentation (radio system, installation services, technical writers, planning, and consulting, etc.) • Developmental Services Department: Updating permitting, technology, equipment and software for new, more digitized facilities and services, AMANDA, and other application development support. • Municipal Court: Hardware and software need related to the new Marshall program • Information Security Office: Consulting services to support and buildout citywide information security program, staff augmentation to support Mayor and Council public information requests, staff augmentation to support and buildout citywide security awareness training program, staff augmentation to conduct citywide security projects and internal department projects. Software and licenses to support citywide governance risk compliance and security vulnerability platforms. All items represented in this request have been or will be approved through the Fiscal Year 2022 budgeting process or through prior approved capital improvement program project budgets. In addition, all technology purchases are reviewed for compliance with the City's technical and security standards. The State of Texas DIR cooperative establishes competitively bid contracts that can be utilized by the State and other government agencies through a cooperative agreement. Cooperative agreements save taxpayer dollars by leveraging the State’s volume- buying power to drive down costs on hundreds of contracts through a streamlined cooperative purchasing program.